Approval Flow gives your teams structured control by allowing non-publishers to request approval and enabling admins to enforce pre-publishing checklists.
⚠️ This feature is not available for all plans. If you want access to Approval Flow, contact us here.
In this article:
What are Approval Flows?
Approval Flows in Foleon are governance controls that help teams manage who can publish content and ensure every Doc is properly reviewed.
The publishing approval setting replaces scattered email threads and manual work with a controlled, traceable review process. The pre-publishing checklist further supports teams in maintaining brand standards, meeting compliance requirements, and preventing publishing errors.
You can find the Approval Flow settings in the Admin Console > Content Governance > Approval Flow.
There are two options you can enable:
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Publishing Approval: Allow users without publishing rights to submit Docs for approval. A user with publishing rights must approve and publish the Doc.
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Pre-Publishing Checklist: Require users with publishing rights to complete a checklist before publishing. This helps maintain content quality and prevents mistakes.
How to enable publishing approval
Allow users without publishing rights to submit Docs for review. Someone with publishing rights can then approve and publish the Doc. This introduces a clear review flow for larger teams.
Step 1: Enable publishing approval
To enable publishing approval, go to Admin Console > Content Governance > Approval Flow. Turn on the toggle Enable publishing approval.
Step 2: Submit for approval
In the editor, users without publishing rights will see the option to Request Approval. Select one or more users to review the Doc from the dropdown.
💡 You can only select users with publishing rights from the dropdown.
Submitting the request will:
- Trigger an email notification to the selected user(s)
- Add a new entry to the notification panel for all users with publishing rights
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Step 3: Review & approve for publishing
Users with publishing rights can access the notification panel to review submitted Docs.
Once reviewed, they can approve and publish the Doc.
All about notifications 🔔
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Notifications are not currently real-time. Users must refresh the page to see new notifications.
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New notifications are marked with a blue dot.
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Notifications older than 7 days are not displayed.
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Once the Doc is published (by you or someone else), the notification is marked as resolved.
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Resolved notifications remain visible for recent activity tracking.
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The notification counter only reflects unresolved items.
How to set up a pre-publishing checklist
The pre-publishing checklist allows admins to set a mandatory list of tasks that must be completed before a Doc can be published. This helps maintain content standards and prevents rushed mistakes.
Step 1: Set up a pre-publishing checklist
To enable the pre-publishing checklist, go to Admin Console > Content Governance > Approval Flow. Turn on the toggle Set up pre-publishing checklist.
Enter your checklist items. These will appear as mandatory tasks for users when publishing.
Step 2: Review the checklist
When a user with publishing rights reaches the publishing stage, the checklist will appear in the pop-up window. All checklist items must be completed before the Doc can be (re)published.
